Creating an item (new form)

Mass import

If you have a large number of items to add, Trail team will help to import them for you.

1. Get the Excel template: Request template from Trail support support@trail.fi
2. Fill in the details carefully: Add as much information as possible. The more details you add now, the easier it will be to manage items later. Some fields are mandatory.
3. Send the file to Trail: Email the completed Excel sheet to support@trail.fi. Trail will upload the items into the system for you.

Create new item in Trail

If you only need to add a few items, you can do it directly in Trail.

Requires Editor rights for items module. (your admin user can give these rights).

1. Go to Items → All items
2. Click Create new item
3. The item form will open
4. In the Model field, type at least 3 letters of the model name
   • If the model exists → continue with Model found (Add to existing model)
   • If the model does not exist → continue with Model not found (Add to a new model)

Model Found (Add to Existing Model)

1. Select the model from the list
2. The Category and Item type will be filled automatically
3. Scroll down the list, and fill in the other fields
   • Department (mandatory): May already be filled, or you can choose it from the dropdown list. This depends on your rights and department settings.
4. Click Save
   • Save: Creates the new item. You can either create another item or view the details of the item you just made
   • Save and add another: Creates the new item and keeps the form open with the same details (except unique ones like serial number). Useful when adding many items of the same model.

Model Not Found (Add to a New Model)

1. Click Add to a new model at the top
2. Scroll down the list, and fill in the other fields. Below you can find explanation for some fields.

• Department (mandatory): Defines who can see the item
• Category (mandatory): Choose the right category for the model
• Item type (mandatory): Shows extra fields depending on the type
• Manufacturer & Model (model is mandatory): Each product must include the manufacturer (if known) and the model name given by the manufacturer. If the model name is not known, you can use a general name instead, for example, Coffee maker.
• Reservable: Can the item be reserved?
• Sharing visibility: Defines item’s visibility and reservability when the Trail Sharing feature is enabled. (Trail Sharing feature allows to reserve items and approve them between different organisations.)
• Location: Where the item is. This can be a place (room, warehouse, etc.) or another item (e.g., a cage trolley)
• Cost details
  • Estimated lifespan: How long the item can be used before replacement
  • With purchase date, renewal price, and estimated lifespan, Trail can help you plan future investments
• Description: Free text for extra details
• Additional:
  • Tags (if enabled): Alternative names for searching the item
  • My identifier (if enabled): If item has an existing unique barcode or custom identifier (not a serial number), you can add it here.

3. Click Save
   • Save: Creates the item. You can add another or view details of the new item.
   • Save and add another: Creates the item and keeps the form open with details already filled (except unique fields like serial number). Useful when adding many items of the same model.
4. Every new item gets its own item card.

Item Card

Each individually created item will get its' own item card and a unique identifier.

From the left side you can find item's details. Right side shows the usage history (reservations, maintenance, etc.)

From the item card, you can next:

• Add attachments (pictures, manuals, files) either to the model or just this item
• Edit details
• Print a label (contact sales@trail.fi if you need a Trail label printer)

💡 Tip: Item cards includes also a cloning option. With it, you can easily create new items that copy the existing item’s basic details (except for unique information such as the serial number).